Georgia Tech Foundation (GTF) Accounting Frequently Asked Questions (FAQs)

How do I request a new GTF Gift Worktag?
Navigate to Financials Administration Support in ServiceNow.  Select Foundation Data Model and then choose “Gift (FDM) – Request New”.  Fill out the appropriate fields and the request will route to the department responsible for adding the new GTF Gift Worktag.

How do I request a change to the Manager, Name, Assignee, etc. for a GTF Gift Worktag?
Navigate to Financials Administration Support in ServiceNow.  Select Foundation Data Model and then choose “Gift (FDM) – Request Change”.  Fill out the appropriate fields and the request will route to the department responsible for changing the GTF Gift Worktag.

How do I Inactivate or Reactivate a GTF Gift Worktag?
Navigate to Financials Administration Support in ServiceNow.  Select Foundation Data Model and then choose “Gift (FDM) Inactivate/Reactivate Existing”.  Fill out the appropriate fields and the request will be sent to the department responsible for managing the new Driver Worktag.

I have a new GTF Gift Worktag that was assigned at year-end, but I don’t see the budget allocation posted in Workday.  When will the budgeted funds be posted to my gift?
GTF's June 30^th year-end close completion usually does not occur until August.  All new budgeted funds for endowments and gifts will be fed over to Workday after GTF has completed year-end closeout.

How do I move over-expenditures off a GTF Gift or Designated Worktag associated with the GTF Gift and onto another Driver Worktag?
This correction should be initiated via a Budget Amendment transfer or a Journal in Workday or via a Budget Transfer at the Foundation. These corrective actions need to happen as soon as possible, but no later than 60 days of the over-expenditure occurring.  Please refer to GTF Gifts Help Guide on the Controller’s Office website for more information. 

How do I correct an overall negative available balance for my GTF Gift (including the Designated Worktag balances)?
One of two options will need to occur to fix an overall negative balance: (1) Expenses will need to be moved off the main GTF Gift or Designated Worktag to another driver worktag; or (2) Additional funding will need to be allocated to the GTF Gift by the Foundation.  These corrective actions need to happen as soon as possible, but no later than 60 days of the negative balance occurring.

How do I transfer Budgets between two different GTF Gifts?
GTF Gift Budgets CANNOT be transferred from one GTF Gift Worktag to another GTF Gift Worktag in Workday Financials. This transfer must happen directly at the Georgia Tech Foundation.  To make this request, navigate to Financials Administration Support in ServiceNow and select “GTF Transfer Request”.   Fill out the appropriate fields and the request will route to the Foundation for review.

How do I request a new Designated Worktag so I can split/allocate/share a portion of my GTF gift to another area/unit?
Navigate to Financials Administration Support in ServiceNow.  Select Foundation Data Model and then choose “Designated – Request New”.  Fill out the appropriate fields and the request will route to the department responsible for adding the new Designated Worktag.  All Designated Worktags assigned to a GTF Gift must include the worktag number (i.e. GTFxxxxxxxxx) as a Related Worktag.  All Designated Worktags associated with a GTF Gift must include the gift worktag number in the description.

How do I find the Designated Worktags that are related to my main GTF Gift?
The “FDM Find Designateds and Related Worktags – CR” report in Workday can be run to see this relationship.  Please refer to GTF Gifts Help Guide on the Controller’s Office website for more information.

How do I transfer budgets or expenses between my main GTF Gift and a Designated Worktag associated with that gift?
A Budget Amendment or Journal can be created in Workday to move expenses between worktags. Please refer to GTF Gifts Help Guide on the Controller’s Office website for more information.

Can I transfer current year expenses from a GTF Gift or Designated Worktag to another Driver Worktag? 
Yes, this transfer can be made via Journal in Workday.  Please refer to GTF Gifts Help Guide on the Controller’s Office website for more information.

Can I transfer prior year expenses from a GTF Gift or Designated Worktag to another Driver Worktag? 
Yes, this transfer can be made via Journal in Workday.  Please refer to GTF Gifts Help Guide on the Controller’s Office website for more information.

What report can I use to manage and reconcile my GTF Gifts and any Designated Worktags associated with my GTF Gift?
Gifts transactions should be managed using the “Other Funding Sources - Funding by Gift and Designated - CR” report in Workday. This report will provide the Budget, Commitments, Obligations, Actuals and Available Balance for the Main Gift and any Designated Worktags associated with the Gift.  Please refer to GTF Gifts Help Guide on the Controller’s Office website for more information.

What report can I use to ensure all transactions posted to a Designated Worktag that is associated with a GTF Gift includes the main GTF Gift Worktag in the transaction details?
The “Find Journal Lines by Organization – CR” in Workday can be used for this purpose.  Once the report is run, view the detailed transaction lines to see if the main GTF Gift worktag is in the “Gift” column.

I am unable to use my GTF Gift or Designated Worktag on a transaction (i.e. Journal Entry, Requisition, Spend Authorization, etc.).  Can you tell me who made my worktag unavailable?
The Controller’s Office monitors gift balances and will inactivate the main GTF Gift and/or Designated Worktags when over-expenditures are not corrected timely.  This action is being taken to prevent additional commitments, obligations, or actual expenses from being posted to the main GTF Gift or Designated Worktag which would further increase the negative balance.